Concert Operations Assistant

League of American Orchestras; Houston (TX); On-site; USD 24,796 - 38,572; Full time

Job summary

The League of American Orchestras in Houston is seeking a Concert Operations Assistant to provide essential administrative support to the Concert Operations and Orchestra Personnel Departments and the Chief Operating Officer. This role helps ensure smooth execution of administrative and logistical needs of the orchestra and departments, fostering collaboration across the organization.

You will process invoices, coordinate schedules, proofread and distribute the Schedule of Performances and

Qualifications

• College degree required.
• Arts administration experience preferred.
• Proficient in Word, Excel, PowerPoint.
• Experience with Tessitura and OPAS is a plus.
• Strong confidentiality and communication skills.

Responsibilities

• Process and track Operations invoices and maintain records.
• Coordinate printing and distribution of the Schedule of Performances and Rehearsals and update calendars.
• Maintain and communicate program and rehearsal deadlines.
• Assist the Orchestra Personnel with auditions and events.
• Coordinate AFM forms, payments and EMG tracking as needed.
• Provide administrative support to the Chief Operating Officer.
• Help track service counts and contract deadlines and calendar distributions.
• Manage logistics for Orchestra Committee meetings.
• Maintain orchestra calendar and input schedule data in OPAS and related calendars.
• Assist in scheduling musicians forCommunity Connections and Audience Development Services.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Communication

Clerical skills

Team player

Multi-tasking

Confidentiality

Education

College degree

Tools

Tessitura

OPAS

Job description

Job Title: Concert Operations Assistant

Department: Operations

Reports to: Chief Operating Officer

Status: Full time, Hourly / Non-Exempt

Please include a cover letter and resume when applying.

Summary

The Concert Operations Assistant provides essential administrative support to the Concert Operations and Orchestra Personnel Departments, and the Chief Operating Officer to ensure the smooth execution of administrative and logistical needs of both departments and the orchestra. The Concert Operations Assistant contributes to a culture of collaboration and support within the artistic operations department and the entire organization.

Responsibilities

• Process and track Operations invoices, create invoices for outside entities as needed, and maintain accurate records of processed invoices for departmental reference
• Coordinate preparation and proofreading of, and supervise the printing and distribution of, the Schedule of Performances and Rehearsals, and all calendar updates, on all accessible platforms
• Maintain and communicate program and rehearsal order deadlines
• Assist the Orchestra Personnel department with auditions and any orchestra events as needed
• Assist Orchestra Personnel department to coordinate and submit all AFM forms and payments, as well as with the tracking of EMG as needed
• Provide administrative support to the Chief Operating Officer as needed
• Assist the Chief Operating Officer in keeping track of service counts and contractual deadlines, including calendar distribution and program deadlines
• Manage logistics for any Orchestra Committee meetings as assigned
• Assist with the maintenance of the orchestra calendar and manage input of schedule information in OPAS, including preparation and proofreading of and supervision of the printing and distribution of the Schedule of Performances and Rehearsals, and all monthly calendar updates, on all accessible platforms
• In coordination with the Education and Community Engagement and Development departments, assist in the scheduling of musicians for Community Connections and Audience Development Services, and assist the Orchestra Personnel in arranging for musicians at Audience Development Services.
• Review monthly In-Tune magazines and other marketing materials as needed
• Maintain a friendly and positive environment in all interactions with all musicians, chorus members, crew, staff, artists, and guest production personnel
• Perform additional duties as required by the Houston Symphony Society

Qualifications

• College degree required
• Relevant experience in Arts Administration strongly preferred
• General knowledge of classical music
• Proficient in Microsoft Word, Excel, PowerPoint
• Experience with orchestra management software such as Tessitura and OPAS a plus
• Knowledge of database research, reporting and mail merge functions required
• Ability to keep up with changing priorities in a fast-paced environment, manage stress, work well under pressure, and multi-task
• Excellent communication and clerical skills
• Professional demeanor, detail oriented with a strong sense of confidentiality
• Positive attitude and team-player approach
• Ability to prioritize work and demonstrate initiative while working independently
• Valid driver’s license and access to automobile required
• Ability to work evenings and weekends required, including some holidays